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1. Insights into RPA
implementation in healthcare
Introduction
In recent years, the robotic-process-automation (RPA) industry has grown
rapidly globally as companies transition to automated technologies to make
the most of their limited resources, improve efficiency, accuracy, and
speed. The Healthcare industry is no exception, and it possesses great
potential for transformation with RPA. Healthcare is an evolving and
growth-oriented field, and with the growth of patients, providers are
experiencing a significant increase in the need for more accurate and
efficient back-office processes. In addition to treating ill patients, the care
providers should also follow protocol and perform administrative tasks for
every case. A large portion of healthcare professionals’ time is spent on
administrative tasks, so there is relatively little time left for them to spend
with patients. In such a scenario, automating the mundane but necessary
administrative task can help healthcare practitioners save vital time and
allow them to address the issues of more number of patients. This is where
Robotic Process Automation or RPA can assist with administrative
procedures such as digitizing patient files, billing, claim processing,
optimizing appointment scheduling, and others to increase efficiency as
well as streamline the processes.
What is Robotic Process
Automation (RPA)?
In simple terms, Robotic Process Automation (RPA) refers to technology
that employs computer software empowered with bots to automate every
aspect of business processes by mimicking human actions. RPA is mainly

2. designed to handle repetitive, predictable and high-volume tasks by
capturing data, processing a transaction, manipulating data, interpreting
responses and communicating with other devices in an organized and
systematic manner.
You can program RPA to automate anything from sending an email with an
automated response to deploying thousands of bots to automate ERP
system jobs. But RPA implementation is challenging. In fact, if not done
properly, businesses encounter challenges such as ‘automation anxiety,
fragmented outcomes, the inability to achieve global consistency,
managing the fast pace of transformation, as well as defining new
responsibilities and accountability. Finding ways to overcome these
challenges is key to RPA success. With experienced RPA resources and
an effective RPA deployment approach derived from industry expertise,
businesses can deploy successful RPA implementation by considering the
following steps:
Project preparation
The key to successful RPA implementation is selecting the right set of
processes to automate. The critical step is to conduct a thorough analysis
of all operations within and across various departments so that you can
determine which processes are the best candidates for automation,
develop a project timeline, and designate ample time for setting
expectations. Through detailed preparation, businesses can prevent
automation anxiety and address potential risks, barriers, and concerns
early in the process.
Analyze
In the analysis stage, a core team is responsible for analyzing the
information gathered in the previous stage in great detail. Identify and
prioritize all the potential processes for automation that is expected to have
a significant impact on the business. This approach enables organizations

3. to better understand the parameters for selecting processes suitable for
RPA deployment and identify processes that can be supported by artificial
intelligence.
RPA designing
A key to enabling successful RPA solutions is to create a detailed process
to identify the exact process and steps that can be automated, conduct gap
analyses to identify process leakages, develop a business case, and
detailed project plan with clearly called-out responsibilities.
Execute
Through the use of best practices such as planning and documenting
implementation roadmaps, creating a project plan that includes cross-
functional dependencies, creating templates for documenting automation
opportunities and creating acceptance plans for the RPA solution deployed,
with the inclusion of developers, technical architects, testers, will accelerate
software delivery and increase collaboration amongst development,
assurance, and operations teams. In doing so, you will better understand
the automation technology and determine what other areas of their
business this technology can promote efficiencies.
Measuring The Performance
Last but not least, define key performance indicators (KPIs) that will help
you identify how successful was your RPA implementation. Despite the fact
that these metrics can vary from organization to organization, they often
include:
 Analyzing the impact of RPA on back-office processes.
 Analyzing the time, it takes for RPA to perform a task versus the time
it takes for human workers to do the same functions.
 Optimal accuracy for the output should be 100 percent.
 Reviewing RPA compliance reports, i.e., the efficiency of
compliance.

4. Let us explore some practical use cases of Robotic Process Automation in
the healthcare industry and understand how this next-generation emerging
technology can deliver the maximum value to this sector.
The Healthcare sector is a complex field with a number of different
departments across the value chain. RPA brings numerous benefits to the
healthcare industry. Investing in RPA will benefit all parties, including
payers, providers, insurers, purchasers, and producers. As a result of RPA,
less time is spent on manual tasks, and staff members can focus more on
providing better patient care while staying HIPAA compliant and reducing
costs.
Data entry and migration:
The healthcare industry is rapidly modernizing as a result of technology, as
well as government mandates and regulations. Providers are digitizing
patient records so they can be stored electronically and accessed online by
other doctors and patients, rather than relying on paper charts. This
process of transferring data from paper files and legacy systems to the new
system can be automated using RPA in order to speed up the process and
reduce the reliance on employees. Digitalization of patients medical
records will facilitate stronger customer service for patients through
improved transparency and easier access to medical histories.
Administrative Functions of Patient Care
When dealing with health concerns and symptoms, patients are eager to
interact with the provider. However, there are not enough healthcare
resources. RPA bots provide quick responses to patient requests, quickly
interact with patients by asking relevant questions about their history and
current condition before directing them to the most appropriate and
effective treatment centers, allowing employees to focus more time on
treating patients and coordinating patient flow. Additionally, RPA robots can
automate the collection and processing of patient data and schedule
appointments according to patient diagnosis, doctor availability, location,

5. and current standards. Furthermore, routine patient encounters can be
automated, enabling greater efficiency and optimizing the end-to-end
process.
Pre Authorization
The purpose of pre-authorization is primarily to prevent excessive medical
treatment. There is a requirement in almost all high-end medical insurances
and a few other medical insurance policies for specific special treatments to
be authorized in advance by the insurance company, as well as for the
insured to obtain some freedom right approved in advance by the
insurance company.
The pre-authorization process is an integral part of the claim management
process. It is essential to consider the implications for medical necessity
and cost of care. Errors in the pre-authorization process may result in
denying a claim. RPA bots can automate manual entry, monitoring, and
verification of data with great accuracy
Invoice Processing
Invoice processing entails processing a variety of invoices with different
data types and data fields from various sources and vendors. RPA can be
an excellent custom-made solution for error-free handling of tasks like
invoice processing. No matter what format the invoices are in,
RPA bots can scan them and convert them into an image that can be
searched. Furthermore, Invoices can be verified and approved using RPA
solutions with automated checks, eliminating the need for any user
intervention and delivering high efficacy and efficiency to healthcare
organizations.
Resource Utilization
Optimizing resources is becoming an increasingly important concern. In
cases where the patient surge in inpatient care results in the shortage of
hospital resources such as staff, rooms and beds, PPE, operating space,
ventilators, etc. Technology such as digital sensors coupled with robotic

6. process automation (RPA) has made it possible for providers to track
scarce medical equipment assets such as ventilators, defibrillators, and
various types of medical pumps. A cloud-based control panel performs
tracking and reporting the locations of these scarce assets, which visually
displays all tracked assets with colored circles to show status alerts.
Added-value of discharge instructions
Post-treatment, when a patient is discharged from the hospital, they are
expected to follow post-treatment medication and healthcare regimens.
Many patients, however, tend to ignore post-hospitalization
recommendations. RPA solution can help in optimizing post-treatment
surveillance and a well-organized recovery process. The use of RPA bots
can deliver precise discharge and post-medication instructions.
Additionally, RPA bots can be programmed to send timely notifications to
patients regarding appointments, schedules, and tests. Furthermore, bots
can facilitate continuous communication between a doctor and a patient
requiring post-hospitalization medical assistance in conjunction with the
recovery plan.
Other promising RPA use cases in the healthcare sector also include
efficient medical coding, doctor-to-patient communication enhanced by
auto-replies and reminders, Revenue Cycle Management (RCM), Claims
Processing, Document Management, Patient appointment Scheduling,
Supply Chain Management, Regulatory Compliance, Improvement
inpatient experience, centralized electronic medical record management,
and inventory tracking.
Conclusion
Healthcare providers are expected to provide more to patients as the world
becomes more consumer-oriented. Whether this means providing a digital
front door to services, offering tailored correspondents, or just taking
advantage of clinician interactions, patients want access to information at

7. their fingertips and services on demand. The use of robotic process
automation in healthcare offers a quick solution. As the healthcare industry
faces new demands due to changing times, RPA bots can provide a much
needed helping hand.
It is vital that you choose the right partner for RPA implementation if you
want to leverage the capabilities of RPA in your healthcare organization.
One such technological partner is Sparity, an enterprise RPA provider that
customizes RPA implementations to meet your organization’s unique
needs.